Actual Hours Upload
Use the TEAM Hours Upload page to upload the actual hours for the Teacher Retirement System (TRS). Within a TEAM report cycle, the hours paid for that month will not equal the hours worked for that month.
Actual hours worked in the month are not available in the application. Instead, the data must be uploaded using a spreadsheet.
Actual hours uploads will zero out the scheduled hours.
Hours and days can be adjusted or replaced in summary or detail based on the options entered. You cannot combine adjustment and replacement hours and days in the same file. Likewise, you cannot combine summary and detail records into one file.
Menu Path
From the Human Resources menu, select State. From the State menu, select TX TEAM Report. From the TEAM Record Maintenance menu, select Actual Hours Upload.
File Format
Your 3rd party time clock vendor must provide the spreadsheet. It must be in comma-delimited .csv format. These spreadsheets are automatically generated by most timeclock software. The spreadsheet must contain the following columns for each employee to comply with TRS-defined codes:
Field Number | Field Name | Field Type and Maximum Length |
|---|---|---|
1 | Employee Number | Integer/10 |
2 | Employee SSN | Character/11 |
3 | Last Name | Character/30 |
4 | First Name | Character/30 |
5 | Middle Name | Character/30 |
6 | Suffix | Character/5 |
7 | Report Date | MM/DD/YYYY |
8 | Hours Worked | Decimal/10,5 |
9 | Days Worked | Decimal/10,5 |
10 | Organization Code | Character/16 |
11 | Account Code | Character/8 |
12 | Job Class | Character/4 |
13 | Pay Code | Character/3 |
14 | TRS Position Code | Character/2 |
Upload Actual Hours
On the TX TEAM Report page, click Actual Hours Upload.
Select the Report Month and Report Year.
In the Adjust/Replace field, select one of the following:
Replace hours/days - Replaces the hours and days for the selected Report Month and Report Year. This option does not accept zeros or negative values.
Adjust hours/days - Adjusts the hours and days for the selected Report Month and Report Year. This option accepts zeros, positive, and negative values. It then records the difference.
In the Summary/Detail field, select one of the following:
Hours are only for days worked - Generates one record per day per employee for the selected Report Month and Report Year.
Hours and days are summarized - Generates one record per employee for the selected Report Month and Report Year.
In the Upload Criteria section, select the File Source.
If you select Workstation, click Upload.
Navigate to the location of the .csv file. Drag and drop the file on the File to Import dialog box and click Upload.
If you select Server, select the Directory, enter the Server File Name, and click Accept.
Select the Destination for the error log:
Select File to save the error log in .rpt format. In the File Name field, specify a path and file name.
Select Screen to save the error log in .pdf format.
Select Excel to save the error log in .xls format. Select the required Excel Options.
Click OK.
If errors are found, review the error report, make the necessary corrections, and then repeat this procedure.
If no errors are found, click Yes to update the database.